Submitted By: Public Works
Prepared By: Ryan Kim, Senior Civil Engineer - Traffic
Zak Ponsen, Assistant City Engineer
Subject:
title
CONSIDERATION OF A RESOLUTION AWARDING A SCHOOL CROSSING GUARD PROFESSIONAL SERVICES AGREEMENT TO ALL-CITY MANAGEMENT SERVICES, INC., AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE AGREEMENT IN AN AMOUNT NOT TO EXCEED $612,961
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Summary:
The City’s contract for providing crossing guard services expires in August. To continue providing service for the Capistrano Unified School District (CUSD) elementary and middle schools, the City Council is being asked to consider a Resolution (Attachment 1) to award and authorize the execution of a school crossing guard multi-year services contract with All-City Management Services, Inc. (ACMS) in an amount not to exceed $300,911 for Year One (August 2026 to July 2027), $312,050 for Year Two (August 2027 to July 2028), and two optional one-year extensions with a CPI increase.
Background:
CUSD does not provide crossing guard services within the public right-of-way. To improve safety for students crossing City streets, the City began providing crossing guard services in the 1960s. Initially, this was through the City's Police Department and Orange County Sheriff's Department until 2004 when the City began contracting with a professional services contractor to provide school crossing guard services.
Currently, there are 15 school crossing guards serving seven schools, as shown on the two location maps in Attachment 3. The school crossing guard location sites and corresponding schools are listed in the table below.
|
Site No. |
Location |
School |
|
1 |
Calle Sarmentoso / N. of Riachuelo @ School Exit |
Bernice Ayer Middle School |
|
2 |
Avenida Calafia / Avenida Del Presidente |
Concordia Elementary School |
|
3 |
El Camino Real / El Portal |
Las Palmas Elementary School |
|
4 |
Avenida Aragon / Calle Puente |
Las Palmas Elementary School |
|
5 |
Calle Puente / Avenida Del Poniente |
Las Palmas Elementary School |
|
6 |
Avenida Vista Hermosa / Via Turqueza |
Marblehead Elementary School |
|
7 |
Avenida Vista Hermosa / Outlets at San Clemente (northeast corner) |
Shorecliffs Middle School |
|
8 |
Avenida Vista Hermosa / Outlets at San Clemente (northwest corner) |
Shorecliffs Middle School |
|
9 |
Avenida Vista Hermosa / I-5 NB Off-Ramp (southeast corner) |
Shorecliffs Middle School |
|
10 |
Avenida Vista Hermosa / I-5 NB Off-Ramp (southwest corner) |
Shorecliffs Middle School |
|
11 |
Avenida Vista Hermosa / I-5 N On-Ramp |
Shorecliffs Middle School |
|
12 |
Camino Vera Cruz / Costa |
Truman Benedict Elementary |
|
13 |
Avenida Talega / Calle Saluda |
Vista Del Mar Elementary and Middle School |
|
14 |
Avenida Talega / Calle Portofino (northwest corner) |
Vista Del Mar Elementary and Middle School |
|
15 |
Avenida Talega / Calle Portofino (northeast corner) |
Vista Del Mar Elementary and Middle School |
The City’s current four-year crossing guard services contract with ACMS is due to expire in August 2026, and the new school year is scheduled to start on August 18, 2026.
Discussion:
Staff advertised a Request for Proposal (RFP) for qualified firms through Planet Bids to provide School Crossing Guard Services for the period of two years commencing August 18, 2026, with the option to award two additional years at the City’s sole discretion. On June 25, 2026, proposals were received from five companies: All-City Management Services, Inc. (ACMS), Belcher Enterprise, LLC, Onpoint Patrol Corp., Security Guards of America, Inc. (whose proposal was non-responsive), and Secure Guards Security Services, Inc. Proposed fees ranged from $28/hour to $55/hour with not to exceed values as detailed in Table 1 below. Last year, the City paid $32.38/hour for these services with a total expenditure of $298,060.
Following the City’s Procurement Policy and Procedure, Section VIII. SELECTION OF PROFESSIONAL SERVICES CONSULTANTS AND CONTRACTORS, staff reviewed each proposal and provided ratings for each based on: approach to the work task; staffing availability; experience operating school crossing guards; technical competence of the firm and key personnel on similar projects; references' reports; willingness to agree to all terms of the Contract Agreement; and cost. After ranking each proposal, ACMS received the highest ratings, was the only proposal to demonstrate extensive experience in providing school crossing guard services and its fee is fair and reasonable.
ACMS utilizes a centralized scheduling platform to monitor intersection coverage in real time. Key features of this system include automated attendance tracking, shift verification, and instant alerts for late arrivals, absences, or coverage gaps. Additionally, supervisors maintain comprehensive oversight across all sites via real-time push notifications, and the City will be granted access to an interactive deployment map alongside detailed performance reporting. As the incumbent crossing guard service provider, ACMS can provide services without any transition related issues.
The second highest rated proposal came from Belcher Enterprise, LLC. Their company includes staff that has worked for another company that has some limited experience operating school crossing guards, but Belcher Enterprise, Inc. currently only has one contract at a public school (in Redlands). Their other experience involves crossing guard and security services at a preparatory school, private academy, and other support related operations. The three other proposals came from companies that mostly focus on security support services, and they lack direct public school crossing guard experience.
ACMS provided a not-to-exceed fee schedule as shown in Table 1. Fee Schedule below. The Table 1 figures are based on the same total 9,205 annual hours with differences in not to exceed amounts reflecting differing hourly billing rates (i.e., $32.69, $33.90, $35.15, and $36.45). 9,205 hours are the approximate number of hours charged to the City of San Clemente over the past 2 years, based on a full school year from August to June, excluding Summer School.
TABLE 1. FEE SCHEDULE
|
Company |
Year One (Aug. 2026 - Jul. 2027) |
Year Two (Aug. 2027 - Jul. 2028) |
Optional Year One* (Aug. 2028 - Jul. 2029) |
Optional Year Two* (Aug. 2029 - Jul. 2030) |
|
All City Management Services, Inc. (ACMS) |
(Not to Exceed Amount) $300,911 |
(Not to Exceed Amount) $312,050 |
($312,050+CPI Increase) $323,556 |
($323,556+CPI Increase) $335,522 |
|
Belcher Enterprise, LLC |
(Not to Exceed Amount) $257,740 |
(Not to Exceed Amount) $257,740 |
($257,740+CPI Increase) $267,276 |
($267,276+CPI Increase) $277,166 |
|
Onpoint Patrol Corp. |
(Not to Exceed Amount) $329,079 |
(Not to Exceed Amount) $329,079 |
($329,079+CPI Increase) $340,267 |
($340,267+CPI Increase) $352,857 |
|
Security Guards of America, Inc. |
Non-responsive: Did not provide proper Fee Schedule but listed $55 on PlanetBid (Not to Exceed Amount) $506,275 |
Non-responsive: Did not provide proper Fee Schedule but listed $55 on PlanetBid (Not to Exceed Amount) $506,275 |
Non-responsive: Did not provide proper Fee Schedule ($506,275+CPI Increase) $525,007 |
Non-responsive: Did not provide proper Fee Schedule ($525,007+CPI Increase) $544,432 |
|
Secure Guards Security Services, Inc. |
(Not to Exceed Amount) $357,614 |
(Not to Exceed Amount) $368,384 |
($368,384+CPI Increase) $382,014 |
($382,014+CPI Increase) $396,149 |
*The value stated for the two optional years is approximate and is based on an assumed/estimated CPI increase of 3.7 percent. If additional years are added, the cost increase will be based on actual CPI as stated within the contract. The CPI Index calculation will utilize the Los Angeles, Long Beach, Anaheim CPI-U Index for an April to March period.
Considerations Identified by Staff:
The Capistrano Unified School District does not operate school crossing guard services in the public right-of-way for any of its schools and has informed the City that it does not have the funding to partially or fully assume this service. If this contract is not awarded, there will be no school crossing guards for any of the seven schools listed above for the upcoming school year, which begins on August 18, 2026.
ACMS has operated as the City’s school crossing guard contractor for the past seven years. ACMS has performed exceptionally well during its time with the City and has received only positive responses from the public. ACMS is fully staffed and should be ready to begin operations on the first day of school, August 18, 2026.
Council Options:
• Adopt Resolution No. 26-127 (Attachment 1), awarding the School Crossing Guard Services contract to All-City Management Services, Inc. and authorizing the City Manager to execute a contract in an amount not to exceed $300,911 for Year One from August 2026 to July 2027, $312,050 for Year Two from August 2027 to July 2028 and two optional one-year extensions with a CPI increase.
• Modify and adopt Resolution No. 26-127.
• Continue the item and direct staff to provide additional information.
• Do not award the School Crossing Guard Services Contract to All-City Management Services, Inc.
Environmental Review/Analysis:
The proposed action is not a “project” pursuant to California Environmental Quality Act Guidelines Section 15378. (14CCR § 15378).
Fiscal Impact:
The School Crossing Guard Services Contract costs are $300,911 for Year One (August 2026 to July 2027) and $312,050 for Year Two (August 2027 to July 2028), and are within the approved Crossing Guard Services budget from the General Fund, Account No. 001-218-43624-000-00000. The two optional one-year extensions would be exercisable in the City Manager’s discretion, subject to future budgetary approval and have an increase dependent on the CPI for the Los Angeles, Long Beach, Anaheim CPI-U Index for an April to March period.
Potential Action(s):
recommendation
If the City Council concurs with the contents of the staff report, it would be appropriate to adopt Resolution No. 26-127, which would:
1. Award a Professional Consultant Services Agreement to All-City Management Services, Inc. for the School Crossing Guard Services; and
2. Approve and authorize the City Manager to execute a two-year Professional Services Agreement with All-City Management Services, Inc. for School Crossing Guard Services in an amount not to exceed $612,961 for the initial two-year term, with the option, at the City Manager’s discretion to exercise two additional one-year terms with not to exceed amounts capped by a CPI increase.
end
Attachments:
1. Resolution No. 26-127
2. Contract No. C26-47
3. Location Map
4. All-City Management Services, Inc. Proposal and Interview Presentation
Notification:
All bidders.